CASA is an independent statutory authority whose primary function is to conduct the safety regulation of civil air operations in Australia and the operation of Australian aircraft overseas. CASA’s mission is to enhance and promote aviation safety through effective regulation and by encouraging the wider aviation community to embrace and deliver higher standards of safety.
1.2 The Privacy Act
The Privacy Act 1988 (Privacy Act) regulates how APP entities such as CASA collect, hold, use and disclose personal information, and how individuals can access and seek correction of that information.
‘Personal information’ is defined in section 6 of the Privacy Act as meaning:
Information or an opinion about an identified individual, or an individual who is reasonably identifiable:
- whether the information or opinion is true or not; and
- whether the information or opinion is recorded in a material form or not.
‘Sensitive information’ is defined in the same section as meaning:
- Information or an opinion about an individual’s:
- racial or ethnic origin; or
- political opinions; or
- membership of a political association; or
- religious beliefs or affiliations; or
- philosophical beliefs; or
- membership of a professional or trade association; or
- membership of a trade union; or
- sexual orientation or practices; or
- criminal record; or
- health information about an individual; or
- genetic information about an individual that is not otherwise health information; or
- biometric information that is to be used for the purpose of automated biometric verification or biometric identification; or
- biometric templates.
The Australian Privacy Principles (Apps) impose additional obligations on CASA when collecting, using or disclosing sensitive information.
1.3 Purpose of this policy
1.4 Who should read this policy?
You should read this policy if you are:
- An individual whose personal information may be held by CASA; or
- A contractor, consultant, supplier or vendor of goods to CASA; or
- An individual who is or was employed by CASA, or who is seeking employment with CASA.
1.5 Remaining anonymous or using a pseudonym
CASA understands that some members of the public may wish to be anonymous or adopt a pseudonym when interacting with CASA. Generally, members of the public will have the right to remain anonymous or adopt a pseudonym when dealing with CASA. However, it is not always possible to remain anonymous or adopt a pseudonym and CASA will inform you when this is the case.
2. CASA’s personal information handling practices
2.1 Kinds of personal information that CASA collects and holds
In performing its functions, CASA collects and holds several kinds of personal and sensitive information. The type of personal information collected will depend on the function for which the information is provided.
2.2 How CASA collects and holds personal information
CASA collects personal information through a number of channels including:
- paper-based forms;
- electronic forms (including online forms);
- face to face meetings;
- telephone, email, and facsimile communications;
- CASA’s website;
- social media websites and accounts; and
- information from third parties such as medical specialists or the Minister.
CASA holds personal information in a range of paper-based and electronic records, and takes reasonable steps to protect the personal information we hold against misuse, interference, loss and from unauthorised access, modification or disclosure. These steps include:
- paper records are held securely in accordance with Australian government security guidelines;
- access to personal information is on a need-to-know basis, by authorised personnel
- premises have secure access; and
- storage and data security systems and protections are regularly audited.
When no longer required, personal information is destroyed in a secure manner, or archived or deleted in accordance with our obligations under the Privacy Act and Archives Act 1983.
2.3 Purposes for which CASA collects, holds, uses and discloses personal information
CASA takes privacy seriously and only collects personal information which it needs in order to perform its functions. The purpose for which CASA collects, holds, uses and discloses personal information will vary depending on the function for which the information is collected.
Personal information may be required for functions including:
- employment and personnel functions in relation to CASA staff and contractors;
- facilitating the registration of Australian aircraft;
- issuing certificates, authorisations, approvals, instruments and licences;
- administering examinations;
- investigating possible and confirmed breaches of the Civil Aviation Legislation;
- monitoring compliance with the Civil Aviation legislation;
- certifying and registering aerodromes;
- monitoring the continuing airworthiness of Australian aircraft;
- distributing magazines and manuals to subscribers;
- complaints handling;
- managing correspondence with the public; and
- other administrative and legislative functions.
CASA will only collect, hold, use and disclose your personal information in accordance with the Privacy Act.
CASA may disclose your personal information to third parties if:
- you have consented; or
- the disclosure is required or authorised by or under law; or
- the disclosure is otherwise permitted by the APPs.
2.4 Disclosure of information overseas
CASA sometimes discloses personal information to overseas recipients. This may be done for a variety of reasons, including cooperation with other National Aviation Authorities (NAAs) and compliance with statutory requirements. Consent is often, but not always, required for disclosure of personal information to overseas recipients.
CASA may exchange personal information with a NAA where requested; or in relation to a foreign pilot seeking an Australian licence or validation, or an Australian pilot seeking a licence or validation overseas.
CASA is required to publish the Australian Civil Aircraft Register, which includes names and addresses, on the CASA website. Copies of register entries may also be sent to anyone who requests current or historical registration details of an aircraft.
CASA also provides personal information about Multi-Crew Pilot Licence candidates to persons approved by CASA in Fiji, Vanuatu and Papua New Guinea. Other countries to which personal information may be sent include: Austria, Brazil, Italy, Indonesia, Portugal, Switzerland, PNG, Singapore, Malaysia, Hong Kong, Thailand, USA, Germany, UK, Israel, South Africa, Chile, Philippines, China and New Zealand.
2.5 How to access and seek correction of personal information held by CASA
You have a right of access under the Privacy Act to personal information about yourself held by CASA. This right of access is subject to the entitlement of CASA to refuse access under the FOI Act, or in some circumstances under the Privacy Act.
You also have a right under the Privacy Act to request CASA to correct your personal information.
It is also possible to access and correct documents held by CASA under the FOI Act. More information about making FOI requests is available on the CASA’s website.
3.1 Complaint handling process
CASA is committed to quick and fair resolution of complaints and will ensure your complaint is taken seriously. CASA will respond to the request promptly if contact details are provided.
CASA will use the information collected in the lodgement of complaints to investigate and resolve individual issues and to provide feedback to staff or operational areas within CASA.
If you wish to make a privacy complaint against CASA, you also have the option of complaining directly to the Australian Information Commissioner. You may make a complaint directly to the Privacy Commissioner, but it is generally necessary to have provided CASA with an opportunity to address your complaint in the first instance. The OAIC website contains information on how to make a privacy complaint.
4. How to contact CASA
4.1 Contact details
CASA can be contacted by telephone on 131 757 within Australia, or +61262171111 from outside Australia.
Queries or complaints concerning privacy may be directed to Jennifer Smith-Roberts by phone on 02 6217 1445, or by email at email@example.com.
This schedule is a detailed list of the kinds of personal information CASA collects and holds.
A. Personnel records
CASA holds personal information relating to current and former staff members and employees including contract and temporary staff. This information is used to maintain employment history, payroll and administrative information relating to all employees.
Personal information held may include: name, address, date of birth, occupation, AGS number, gender, qualifications, equal employment opportunity group designation, next of kin, details of pay and allowances, leave details, work reports, security clearance details and employment history.
Sensitive information held may include: physical and mental health, disabilities, racial or ethnic origin, disciplinary investigation and action, criminal convictions, adverse performance and security assessments, tax file numbers, relationship details and personal financial information.
B. Freedom of Information Request Files
CASA holds personal information relating to applicants seeking access to documents under the Freedom of Information Act 1982 (FOI Act).
Personal information held may include: name, address, financial details and copies of the information sought.
Sensitive information held may include: name, address, date and place of birth, health, disabilities, and financial information.
C. Register of Australian Aircraft
CASA holds personal information relating to the persons responsible for the management, maintenance and operation of an aircraft. This information is used to facilitate the registration of Australian aircraft in accordance with the provisions of the Civil Aviation Regulations.
Personal information held may include: name and address of aircraft owners and persons responsible for the management, maintenance and operation of aircraft.
D. Designated Aviation Medical Examiners Records
CASA holds personal information about applicants for approval to conduct medical examinations of flight crew and air traffic controller licence holders. This information is used to document details of the medical doctors who have been authorised to conduct medical examinations of flight crew and air traffic controllers to determine the medical fitness of licence holders.
Personal information held may include: name and address, date of birth, gender and details of medical qualifications.
E. Medical Records
CASA holds personal information about people who apply for a medical certificate that is issued by CASA. CASA also obtains copies of specialists’ medical reports or clinical test results submitted by a person.
Personal information held may include: name, address, date of birth and gender.
Sensitive information held may include: physical or mental health and disabilities.
F. Flight Crew Licensing Files
CASA holds personal information relating to all applicants for the issue or renewal of a flight crew licence.
Sensitive information held may include: disabilities, counselling, suspensions and cancellations. It may also include information that an individual had failed to satisfy a prescribed medical standard.
G. Examination Records
CASA holds personal information relating to individuals who have undertaken examinations for licences, including the date of birth and the examination result.
H. Air Operator Certificate Holders and Maintenance Controllers
CASA holds information in relation to individuals and organisations that are licensed to carry out various commercial aviation activities including airlines, charter and aerial operations.
This information is used to identify licensed individuals and organisations and to monitor maintenance of appropriate insurance coverage in accordance with the Civil Aviation (Carriers Liability) Act 1959.
Personal information held may include: name, address, date of birth and gender of each licensed individual and office holders of licensed organisations.
Sensitive information held may include: personal financial details.
I. Certificate of Approval Holders
CASA holds personal information in relation to individuals and organisations licensed to carry out manufacture, maintenance and repair of aircraft and aircraft components.
Personal information held may include: name, address, date of birth and gender.
J. Investigations Files
CASA holds personal information in relation to individuals and organisations that have been investigated for possible and confirmed breaches of the Civil Aviation Legislation.
Personal information held may include: name, address, date of birth, occupation, gender and marital status of persons investigated together with offence details and prosecution information.
Sensitive information held may include: criminal convictions, criminal intelligence and financial information.
K. Publications Listing
CASA holds personal information in relation to individuals and organisations who subscribe to magazines and manuals published by CASA.
Personal information held may include: name, email address and address of each individual listed.
L. Legal Services Division Files
CASA maintains details of legal actions involving individuals and organisations in relation to or having some connection with CASA.
Personal information held may include: name, address, date of birth, occupation, convictions, financial information, records of interview, investigation reports and other documented evidence.
M. Compliance and Enforcement Files
CASA holds personal information in relation to its role in monitoring compliance with the provisions of the Civil Aviation Legislation by licensed pilots, operators, maintenance organisations and licensed aircraft maintenance engineers.
Personal information held may include: name, address, occupation, qualifications and gender.
CASA holds personal information in relation to its role of certifying and registering aerodromes, as well as conducting audits and surveillance of aerodromes.
Personal information held may include: name and contact details of each individual and airport operators.
O. Major Defect Reports
CASA holds personal information in relation to monitoring the continuing airworthiness of Australian aircraft.
Personal information held may include: name and address of the person reporting a major defect.
P. Contact Details
CASA holds personal information in the form of contact details for overseas aviation regulators and members of the Australian aviation industry who are in regular contact with CASA.
Personal information held may include: name, address and telephone number of overseas aviation regulators and members of the Australian aviation industry.
CASA holds personal information which facilitates the payment of accounts payable and accounts receivable.
Personal information held may include: name, address and telephone number of creditors and debtors.
Sensitive information held may include financial details about debtors.
R. Regulatory Reform Program Membership and Distribution Database
CASA maintains an up-to-date list of people involved in CASA's legislative reform program.
Personal information held may include: name, contact details, organisation affiliation and position held, aviation licences held and their membership on a project team, committee or support group of the individuals.
Sensitive information held may include: contact details such as a person's home address, telephone numbers or e-mail address.
S. Correspondence files
CASA retains correspondence from members of the public and the aviation industry.
Personal information held may include: name, address, telephone numbers, email addresses and facsimile numbers.
T. Industry Complaints Commissioner files
CASA records details of complaints, relevant investigation and agency action. The personal information on these records relates to complainants, respondents, witnesses and authorised agents.
Personal information held may include: name, address, date of birth, occupation, gender, marital status, names and status of partners or relatives and any other type of information dependent on the individual case.
Sensitive information held may include: physical or mental health, disabilities, sexual life, racial or ethnic origin, criminal convictions, criminal intelligence, religious affiliations, political affiliations, relationship details and any other type of information dependent on the individual case.
U. CASA Board files
CASA documents proceedings and decisions made with and without Board meetings, and the action items arising.
Personal information held may include: name and organisation, paraphrasing of opinions and comments in respect of issues discussed, and name, phone number, address and employment history of members of the CASA Board.
V. CASA’s various Committees
CASA records details of the various internal Committees within CASA and documents proceedings at meetings and the arising action items.
The personal information on these records relates to members of the various committees, or persons involved or subject to discussion relevant to the type of committee.
Personal information held may include: name and organisation, some direct quotes, paraphrasing of opinions and comments in respect of issues discussed.